Notice Period Letter

NOTICE PERIOD CONFIRMATION

Ref. No.:

[Reference Number]

Date:

[Date]

TO WHOMSOEVER IT MAY CONCERN

This is to confirm that [Employee Name], Employee ID [Employee ID], has been employed with [Company Name] since [Date of Joining] and is currently working as [Designation] in the [Department] department at our [Work Location] office.

[Employee Name] submitted a resignation on [Date of Resignation], which has been accepted by the company. As per the terms of employment, the notice period applicable is [Notice Period], and the employee is presently serving this notice.

The employee will be relieved from the services of the company on the last working day stated above, subject to completion of handover and the standard exit clearance process. The relieving letter and experience letter will be issued thereafter.

EXTENSION OF NOTICE PERIOD

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Extension of Your Last Working Day

Dear [Employee Name],

Your resignation dated [Date of Resignation] was accepted with a last working day of [Original Last Working Day]. This letter records an extension of your notice period, as explained below.

Option A – Extension as per leave policy

REQUEST FOR NOTICE PERIOD WAIVER

Date:

[Date]

Employee ID:

[Employee ID]

To,
[Reporting Manager]
[Company Name]

Cc: [HR Name], Human Resources

Subject: Request for Waiver of [Number] Days of Notice Period

Dear [Reporting Manager],

With reference to my resignation dated [Date of Resignation], my last working day as per the [Notice Period] notice is [Last Working Day]. I request you to kindly consider waiving [Number] days of my notice period and relieving me on [Requested Last Working Day].

Reason: [Briefly state the reason, for example a fixed joining date at the new employer, or a family or health matter requiring relocation].

APPROVAL OF NOTICE PERIOD WAIVER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval of Notice Period Waiver

Dear [Employee Name],

This refers to your request dated [Date of Request] for waiver of your notice period. Your original last working day, based on [Notice Period] notice from your resignation dated [Date of Resignation], was [Original Last Working Day].

The management has approved a waiver of [Number] days. Your revised last working day will be [Last Working Day].

RESIGNATION LETTER

Date:

[Date]

Employee ID:

[Employee ID]

To,
[Reporting Manager]
[Designation of Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources

Subject: Resignation from the post of [Designation]

Dear [Reporting Manager],

Please accept this letter as formal notice of my resignation from the position of [Designation] in the [Department] department of [Company Name]. I joined the organisation on [Date of Joining], and after careful thought I have decided to move on to pursue [a new professional opportunity / higher studies / personal reasons].

As per the terms of my appointment, I will serve a notice period of [Notice Period], and my last working day will be [Last Working Day]. If the company agrees to an earlier release, I am open to discussing it, subject to completing my handover.

RESIGNATION ACCEPTANCE LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Acceptance of Your Resignation

Dear [Employee Name],

We acknowledge receipt of your resignation letter dated [Date of Resignation]. After discussion with your reporting manager, the management has accepted your resignation from the position of [Designation]. Your last working day with [Company Name] will be [Last Working Day].

Before your last working day, please complete the following:

ACKNOWLEDGEMENT OF RESIGNATION

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Acknowledgement of Resignation Received on [Date of Resignation]

Dear [Employee Name],

This is to acknowledge that the Human Resources department received your resignation from the position of [Designation] on [Date of Resignation] through [email / letter / HRMS]. Your resignation has been recorded in your personnel file with this date.

As per your appointment terms, your notice period is [Notice Period]. Based on the date of receipt, your tentative last working day would be [Last Working Day]. Please treat this date as provisional until you receive the formal acceptance letter, which will confirm the final date and exit formalities.

RESPONSE TO RESIGNATION

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Your Resignation Dated [Date of Resignation] – Unable to Accept as Submitted

Dear [Employee Name],

We have received your resignation dated [Date of Resignation] requesting relieving on [Requested Date]. After review, we regret that the company is unable to accept the resignation on the terms submitted, for the following reason:

• Option 1 – Notice period: Clause [Clause Number] of your appointment letter requires [Notice Period] notice or payment in lieu. Your request does not meet this requirement.
• Option 2 – Pending inquiry: A domestic inquiry under charge sheet Ref. No. [Reference Number] is in progress, and as per [Standing Orders / Policy Name] the matter must be concluded before separation is processed.
• Option 3 – Service agreement: Your [training / service] agreement dated [Date] sets out the exit process in Clause [Clause Number], which has not yet been followed.